Receptionist & Administration Officer

• Receive visitors to the premises, notify relevant company personnel and maintain the visitor register log; arrange for and coordinate access cards, employee ID’s and business cards as required. iPad is charged. Ensure all temporary passes have been returned
• Ensure the reception area and adjoining meeting rooms are refreshed throughout the day, kept clean, neat and tidy.
• Process new staff and staff leavers in Workday, ensuring all site passes are collected and access disabled. ID photos to be uploaded on Workday
• Before each holiday, confirm voice recorded announcements are changed and updated; Check tenancy doors are locked and phone diversions are in place. Air-conditioning has been arranged with base building management for staff working during this period.
• Provide footage and door report for management as required
• Ensure the dashboard information in the reception area is up-to-date. Report difficulties; refresh and re-start dashboards when advised of outages
• Maintain and manage conference room calendars, including making booking for staff to ensure no meetings are overlapping nor have conflicting meetings at the same time
• Manage the cabcharge scheme, issue and return of IT equipment HDMI Cables, Remotes and Jabras kept at reception
• Undertake travel and accommodation arrangements for management and other personnel
• Collect, register, file and distribute incoming and outgoing correspondence in various document control systems
• Arrange couriers and taxis as required by management
• Arrange on-site parking with Base building management as required by management
• Order promotional, lanyards and drink bottles and other Cubic branded products as required by management
• Liaise with Canon for servicing of multi-function printer/copiers
• Prepare Purchase Requisitions in SAP; Purchase order receipting, and code invoices for approval
• Maintenance office and kitchen supplies (the latter include first aid kits, milk order and fruit box deliveries)
• Assist the Facilities team by reporting and liaising with Building Managers on facility maintenance queries
• Assist the Facilities team with purchasing of appliance, crockery, cutlery and glasses for the breakout rooms
• Organise and/or assist with company functions; and arrange catering for meetings as and when required
• Arrange for flowers and gifts as requested by management
• Assist with employee service award programs where required
• Ensure reception and kitchen area are clean and tidy
• Maintain document storage including recalling and archiving of files
• Ensure the office is stocked with stationery, office kitchen items, coffee accessories, fruit and milk.

• Comply with Cubic’s Quality Management System
• Comply with Cubic Occupational Health, Safety and Environment policies and procedures
• Comply with security in accordance with established policies and procedures of the organisations
• Comply with Cubic Human Resources Procedures
• Other duties as requested

• Certificate in Office Administration or equivalent

• Minimum 3-5 years’ experience in a receptionist position including general office administration
• Excellent Microsoft Office skills

• Outgoing, enthusiastic and organised
• Excellent verbal and written communication skills and excellent phone manner
• Able to work autonomously whilst contributing to the team
• Can do attitude with great time management skills and the ability to multitask
• Ability to develop sound relationships and represent the company as the first point of call
• Professional manner

Cubic